Agenda and minutes

Community Services Committee
Tuesday 2nd April 2019 7.30 pm

Venue: Council Chamber. Maldon District Council Offices, Princes Road, Maldon

Contact: Committee Services 

Items
No. Item

2006.

Chairman's notices

Minutes:

The Chairman drew attention to the list of notices published on the back of the agenda.

2007.

Apologies for Absence and Substitution

Minutes:

Apologies for absence were received from Councillors H M Bass, Miss A M Beale and Mrs M E Thompson.

 

In accordance with Procedure Rule 17, paragraph 9, Councillor S J Savage attended as a substitute for Councillor Miss A M Beale.

2008.

Minutes of the last meeting pdf icon PDF 105 KB

To confirm the Minutes of the meeting of the Committee held on 15 January 2019, (copy enclosed).

Minutes:

RESOLVED that the Minutes of the meeting of the Committee held on 15 January 2019 be approved and confirmed.

 

Councillor S J Savage wished it noted that he abstained from approval as he was in attendance as a substitute for Councillor Miss A M Beale.

 

2009.

Disclosure of Interest

To disclose the existence and nature of any Disclosable Pecuniary Interests, other Pecuniary Interests or Non-Pecuniary Interests relating to items of business on the agenda having regard to paragraphs 6-8 inclusive of the Code of Conduct for Members.

 

(Members are reminded that they are also required to disclose any such interests as soon as they become aware should the need arise throughout the meeting).

 

Minutes:

Councillor Mrs N G F Shaughnessy declared a non-pecuniary interest in Agenda Item 9 – West Maldon Community Centre – Request to Construct Extension - as a member of the West Maldon Community Association Committee.

 

Councillor Miss Lewis declared a non-pecuniary interest in Item 11- Memorial Benches and Legacy Schemes within Parks and Open Spaces - as she had recently purchased a memorial bench and as the Chairman of the Friends of Heybridge Cemetery.

 

Councillor Mrs B D Harker declared a non-pecuniary interest in Item 11 - Memorial Benches and Legacy Schemes within Parks and Open Spaces - as the Secretary of the Friends of Heybridge Cemetery.

2010.

Public Participation

To receive the views of members of the public on items of business to be considered by the Committee (please see below):

1.               A period of ten minutes will be set aside.

2.               An individual may speak for no more than two minutes and will not be allowed to distribute or display papers, plans, photographs or other materials.

3.               Anyone wishing to speak must notify the Committee Clerk between 7.00pm and 7.20pm prior to the start of the meeting.

Minutes:

No requests had been received.

2011.

Chairman's Good News Announcements

Minutes:

The Chairman informed the Committee that the Council had been awarded two grants  one for improving public parks and one for improving high streets.

2012.

Verbal Update on the Roundabout Sponsorship Scheme report

To receive a verbal update from the Director of Service Delivery.

Minutes:

The Director of Services Delivery advised Members that he had hoped to update them on this report. However, the Council was still awaiting the date for a meeting with Karl Raby, Technical Business Manager for Place Commissioning (Highways) to discuss the way forward and gain clarity around the allocation of sponsorship. He said that given the informal approaches had been unsuccessful thus far he would now formally write to Essex County Council (ECC) for clarification and will share the response with the Committee once received.

 

RESOLVED that the Director of Service Delivery write to the Technical Business Manager for Place Commissioning (Highways) requesting a response to the sponsorship allocation issue and circulate to Members once received.

 

 

 

 

 

 

 

 

2013.

Update Report on Disabled Facilities Grant Related Issues pdf icon PDF 132 KB

To consider the report of the Director of Service Delivery, (copy enclosed).

Additional documents:

Minutes:

The Committee considered the report of the Director of Service Delivery, together with appendix 1, that provided a summary of the allocation and outcomes of the Council’s Disabled Facilities Grant programme (DFG) for the previous year and provided feedback on proposals raised at the Community Services Meeting on the 28 August 2018 (Minute 372 RESOLVED refers).

 

The Chairman drew Members attention section 3.5 of the report containing the response to proposals raised previously by the Committee together with appendix 1 detailing updates on questions raised previously.

 

The Director of Resources addressing previous proposals and questions raised advised the Committee that the information had been collated by housing staff and other agencies. He hoped that the update was comprehensive and covered all salient points to date and asked if the Committee required any further assistance on this matter.

 

Councillor Miss Lewis, referring to the issue of assessment, said that this remained over complicated and drawn out. She informed the Committee that as a member of the Housing LIN Forum they had looked in-depth at the possibility of reducing the number of assessments that applicants had to undergo. A common assessment mechanism that fulfils all agency requirements was the ideal way forward to ensure that vulnerable people were supported in a timely fashion. The Chairman noted that this would be difficult, given the multi-agencies involved.

 

The Director of Service Delivery, in response, reiterated the Chairman’s views and that the Council was not ultimately responsible. However, he said that if the Council could broker a meeting with said agencies to facilitate a more efficient approach then they would.

 

Concern was expressed at the county-wide versus local provision approach and that the Home from Hospital task and Finish Group and the Handyperson Task and Finish Group could potentially, with the appropriate funding, provide a local efficient service.

 

It was agreed that the scheme be delegated to the Commercial Manger to investigate the best model going forward and report back to the Committee on options for local delivery of services. A progress report would be submitted to the next meeting of this Committee.

 

RESOLVED

 

(i)                that Members note the key achievements from previous years;

 

(ii)              that Members receive and note the status of proposals outlined at the meeting in August 2018 and detailed in section 3.5.1 of the report: -

 

i.        Approval to fund an apprentice surveyor – helping manage succession planning, improving capacity and resilience to meet longer term demands on the service;

 

There is no current provision for an apprentice surveyor within the future model however this matter will be reviewed as part of the detailed design work which will be carried out over the summer of 2019 to ensure the Council is able to deliver its services effectively

 

ii       Agreement to use some additional funding to contribute towards the cost of a ‘home from hospital’ scheme, linked with Community Led Housing, helping local housing associations provide dedicated facilities to enable local people to leave hospital sooner, move closer to family and undertake  ...  view the full minutes text for item 2013.

2014.

West Maldon Community Centre - Request to Construct Extension pdf icon PDF 97 KB

To consider the report of the Director of Service Delivery, (copy enclosed)

Additional documents:

Minutes:

The Committee considered the report of the Director of Service Delivery, together with associated appendices, that informed Members of a communication received from West Maldon Community Association (WMCA). This was a request that the Council, as landlord, to support a planning application to be submitted by WMCA to construct an extension to the Community Centre.

 

A discussion ensued regarding the recommendation in the report and concern was expressed that this could be seen as a planning application. The Chairman exercised his discretion as Chairman to invite Mr David Campbell, the Vice-Chairman of the WMCA, to clarify the purpose of the request. He confirmed that this was a request in principle, for an extension prior to investing in an expensive planning application process.

 

The Committee suggested a change in the wording of the recommendation to replace ‘this request’ with “the principle”.

 

The Chairman put the recommendation that Maldon District Council supports the principle to extend the Community Centre, subject to West Maldon Community Association (WMCA) obtaining all necessary consents to the Committee and this was agreed.

 

RESOLVED that Maldon District Council supported the principle to extend the Community Centre, subject to West Maldon Community Association (WMCA) obtaining all necessary consents.

 

 

2015.

Update on the Resources and Waste Strategy including recently published consultations pdf icon PDF 129 KB

To consider the report of the Director of Service Delivery, (copy enclosed)

Additional documents:

Minutes:

The Committee considered the report of the Director of Service Delivery that updated Members on the Resources & Waste Strategy and the recent published consultations with key milestones detailed at appendix 1.  The report sought Members approval for the Director of Service Delivery to draft and submit responses to the consultations on behalf of the Council.

 

The Chairman brought to the Committee’s attention the highlights of the report, the milestones involved together with the issue of introducing free green waste collections. It was noted that this was a shared concern across a number of Local Authorities in Essex due to the success of the chargeable schemes.

 

The Director of Service Delivery, addressing the issue of free green waste collection, said that the Council had already identified that over 58% of other Local Authorities were in the same position, operating very successful chargeable green waste collections and all were concerned at how the Government would deal with this going forwards.  The Council would be making representations on this together with looking at ways of how the Council dealt with future policies on waste collection.

 

A concern was raised regarding fly-tipping of household construction waste. The Director of Service, in response, said that if necessary he would raise this as a separate concern with Essex County Council.  

 

With reference to the recommendation he said that this was a purely practical issue of being in a position to draft the recommendation within the timeline on behalf of the Council.

 

The Chairman put the recommendation to the Committee and this was agreed.

 

RESOLVED that the Director of Service Delivery draft and submit responses to the consultations, either individually or jointly with members of the Essex Waste Partnership Board, as required on behalf of the Council.

 

 

2016.

Memorial Benches and Legacy Schemes within Parks and Open Spaces pdf icon PDF 128 KB

To consider the report of the Director of Services Delivery, (copy enclosed).

Additional documents:

Minutes:

The Committee considered the report of the Director of Service Delivery that updated the Committee on considerations in respect of the Memorial Bench scheme and alternative ‘Legacy Scheme’ proposals within Parks & Open Spaces. Attached to the report were appendices detailing illustrative photographs and examples of memorial projects.

 

The Director of Service Delivery introduced the report and advised Members that the proposed approach was largely to manage the scheme by backfilling into the existing provision, rather than create new locations. He then took the Committee through the examples of projects provided in the appendices.

 

Concerns were raised around the current policy for purchasing a bench. It was noted that it lacked clarity around individual responsibility, length of lease, when ownership/responsibility reverted and whether benches could be removed.

 

The City of London Cemetery was cited as an excellent example of good practice in terms of its policy. This comprised an agreed purchase price for a bench, maintained by the City of London Cemetery for an agreed number of years, after that agreed period a maintenance fee was levied and if not paid, the bench reverted to the cemetery. In addition, the cemetery was now looking into the use of reclaimable bench material going forward.

 

In light of the aforementioned concerns the Chairman proposed that recommendation (i) be referred back for a separate report on the policy, to include clarification for those with existing benches and feedback from Friends of Heybridge Cemetery and the National Federation, as appropriate.

 

The Chairman put the recommendations, including the revised recommendation (i), to the Committee and they were agreed.

 

RESOLVED

 

(i)                             that Members agreed this recommendation be referred back to officers for a separate report on the policy;

 

(ii)                          that Members agreed a draft ‘best practice’ model for creation, processes, and functions of a Legacy Fund be prepared and returned to Committee for discussion by December 2019.

 

(iii)                        that Members agreed a list of potential projects for application to a Legacy Fund scheme be developed, with details to include indications where they ‘fit’ with existing policy or need, financial costs/scale and deliverability, and indicative locations (including designs) be drafted for consideration.   

2017.

Exclusion of the Public and Press

To resolve that under Section 100A (4) of the Local Government Act 1972 the public be excluded from the meeting for the following item(s) of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Act, and that this satisfies the public interest test.

Minutes:

 

The Chairman put the proposal that under Section 100A (4) of the Local Government Act 1972 the public be excluded from the meeting for the following item(s) of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Act, and that this satisfies the public interest test, to the Committee and this was supported.

 

RESOLVED that under Section 100A (4) of the Local Government Act 1972 the public be excluded from the meeting for the following item(s) of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Act, and that this satisfies the public interest test.

 

 

 

 

2018.

Market Update

To consider the report of the Director of Service Delivery, (copy enclosed).

Minutes:

The Committee considered the report of the Director of Service Delivery that updated Members on the work of the tendering process in relation to the Maldon (Thursday and Saturday) and the Burnham-on-Crouch (Tuesday) town market.

 

The Director of Service Delivery took the Committee through the report and the tender options outlined for both Maldon and Burnham-on-Crouch Town markets.

 

A discussion ensued around the various options and which would be most beneficial in each location. The Committee conclude that option (i) in each instance would best benefit the respective areas.

 

The Chairman put the proposal to the Committee that option (i) for both Maldon and Burnham-on-Crouch Town markets be adopted and this was agreed.

 

RESOLVED

 

Maldon Town Market

 

(i)                             that Members accept and agree the tender for Maldon Town Market for 1 year and investigate alternative proposals for future provision; and,  

 

Burnham-on-Crouch Town Market

 

(i)                             that Members accept and agree the tender for Burnham-on-Crouch Town Market for 5 years.